It’s an important consideration when evaluating EHS software systems: do we want configurability? Research show that configuration is the preferred option, but there are a few things to consider.
In the era of Software-as-a-Service (SaaS), many vendors now exclusively offer cloud-based solutions. These tend to be less configurable than traditional on-premise implementations, but easier to support and upgrade.
What's the difference?
An out-of-the-box (OOTB) system is shipped by the vendor as-is and is a tool delivering on a need. It may have built-in templates and workflows derived from the vendor’s experience of best practice.
A configurable system has its tools and workflows tweaked by the vendor before it’s delivered. Typically, the client will communicate requirements (i.e. the way you want to do things) and the vendor will match the configurable software to those needs.
Some EHS software systems can be defined as OOTB or configurable (and either can be SaaS, which refers to the license structure). On the other hand, many are a combination that offer varying levels of configurability. LNS Research reports that the biggest portion of companies surveyed (29%) aim for a 60/40 balance between OOTB and configuration when implementing a software solution.
However, independent industry analyst Verdantix found that configurability is a top criteria EHS software buyers look for.
Out-of-the-box pros and cons
Much of the software we use in our day-to-day lives is OOTB. We don’t necessarily need to make changes for it to function the way we want it to.
There are several scenarios where an organization would prefer an OOTB EHS software system. It tends to be a weigh up of budget, need and how adaptable the management process is.
For example, you may be running a relatively small EHS operation in its infancy, in which case an OOTB EHS software could be better.
Out-of-the-box becomes less optimal when the enterprise software supports a mature organization. Nonetheless, it has its pros and cons.
| Out-of-the-Box Pros | Out-of-the-Box Cons |
|---|---|
| Timely and low-risk implementation | Lack flexibility for changes going forward |
| Can be cheaper than complex tailored systems | Paying for functionality that may not be required |
| Easier for the vendor to support and upgrade | User adoption hindrance if it deviates from common practice |
| Align with industry templates for best practice in the vendor's experience | May have to change internal processes to match the system's abilities |
Configurable pros and cons
Configurable software provides the framework, with the frills left to be tweaked.
Configuring an EHS software system usually starts with a gap analysis to identify the changes to be made, such as to forms, workflows, analytics reports and dashboards.
As Verdantix research shows, configurable is the preferred model of EHS leaders, and for good reason. Mature organizations operating in mid to high risk industries usually have different compliance requirements, operations, culture, legacies and visions. These are unlikely to all have been pre-programmed into an OOTB system.
On the other hand, configured systems can be seen riding against industry standardization, with potential to become overly complex and over-run implementation timelines. Just like out-of-the-box, configured has its pros and cons.
| Configurable Pros | Configurable Cons |
|---|---|
| Performs the way you want it to | Requires a relatively mature EHS department and knowledge |
| Develop a close relationship with the vendor in a partnership | Implementation timelines are longer |
| More successful user adoption with less training required | Price rises if configuration is complex |
| Flexible for changes going forward | More effort for the vendor to support and upgrade |
| Existing processes don't have to be changed |
Furthermore, the recently updated ISO 45001 for Occupational Health and Safety Management Systems Requirements agrees that your application needs to be flexible in order to improve safety management.
Configurability is king, but demand for OOTB will grow
Whatever your preference, it’s likely that many of the 200 EHS software vendors worldwide can deliver a fit-for-purpose system.
It’s also likely that configurability will remain a leading desire of EHS professionals, as workplaces become more diverse and complex. One of the top reasons EHS software systems fail is by not meeting users’ needs.
In our consultants’ experience, configurability is one of the main factors in clients' decision to choose Pro-Sapien.
“Companies want to have control over the information they are putting into and getting out of their EHS management system – canned reports are a particular frustration of practitioners we speak to looking to replace an out-of-the-box system. The success of our clients’ user adoption is largely down to the systems we deliver being tailored to match their unique process. The ability to configure is almost always top of the list of needs and wants of EHS professionals I speak to.” – Andy Gray, Principal Consultant at Pro-Sapien
For the foreseeable future this will be our preferred deployment model. However, OOTB has its place and demand for ready-to-go systems will increase as smaller organizations buy into the marketplace.
If you have any questions about how Pro-Sapien can be configured, don't hesitate to get in touch.
Author
As the Communications Manager at Pro-Sapien, providers of EHS software on Microsoft 365, Hannah has been researching and writing about EHS technology since 2015 with a keen interest in employee engagement.
